How does the government manage data that was born digital, meaning it was created in electronic form? Organizations as varied as the National Archives and Records Administration (NARA), the White House, open-government groups, and House members have recently offered recommendations for managing the growing volume of such information. Their approaches underscore the differences of opinion about how much responsibility and power various entities should have over future federal recordkeeping.
Electronic records management has been the topic of proposed legislation and rules, court cases, congressional investigations, hearings, and government audits as agencies weigh options for maintaining the vast amount of official communication that is conducted electronically. Because federal employees use e-mail and other technologies daily for routine notes and important information, it’s not always easy to decide which messages qualify as records that must be preserved. And once a decision is made, the next question is how best to store the messages.
Under the Federal Records Act, NARA approves agencies’ recordkeeping schedules and maintains data once it is submitted for archiving, but each agency decides whether to keep a document. In the case of e-mail messages, individual users typically make the decision.
“I think there is a growing consensus that electronic mail and other forms of electronic records that are born digital need to be managed and preserved in electronic form,” said Jason Baron, NARA’s director of litigation.
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